Conveyancing Secretary

An exciting opportunity has become available within the Real Estate Department in the Windhoek office for an experienced Conveyancing Secretary.

We are seeking a proactive, detail-oriented, and highly organised professional to provide end-to-end conveyancing and administrative support across transfers, bonds, cancellations, and township development matters. The successful candidate will be capable of managing high-volume transactions efficiently, ensuring compliance with regulatory requirements, and working both independently and collaboratively within a fast-paced legal environment.

• Grade 12 (Matric) is essential.

• A relevant paralegal, secretarial, or conveyancing qualification will be advantageous.

• Minimum 5–7 years’ experience in a similar environment, including:

o Residential and commercial property transfers

o Sectional title schemes and township registrations

o Mortgage bonds and cancellations

• Proficiency in LegalPerfect, E4, AJS, and Microsoft Office Suite (Word, Excel).

• Accurately review and action instructions from banks, clients, and other stakeholders, ensuring full compliance with loan conditions and transaction requirements.

• Draft, prepare, and manage:

o Bond documents

o Transfer documents (including sectional, conventional, and deceased estate transfers)

o Township establishment and subdivision documentation

o Notarial deeds, powers of attorney, and related instruments

• Coordinate client consultations and arrange for execution of documents in a timely manner.

• Ensure all FICA and regulatory compliance requirements are satisfied, verified, and properly recorded.

• Facilitate and track the lodgement and registration process, proactively resolving delays and reporting progress.

• Maintain accurate document control, audit trails, and version management for all legal documentation.

• Open, maintain, and close files in accordance with firm procedures and compliance standards.

• Monitor outstanding requirements and proactively follow up with clients, banks, and third parties to ensure timely progression of matters.

• Manage correspondence, queries, and reporting, ensuring clear, professional, and timely communication.

• Process billing, invoicing, and reconciliations, ensuring accuracy and adherence to internal financial controls.

• Update and maintain records on internal systems to ensure data accuracy, transparency, and real-time reporting.

• Ensure strict adherence to FICA, data protection, and all applicable legal and regulatory requirements.

• Utilise internal systems effectively to track transaction milestones, deadlines, and deliverables.

• Identify, escalate, and assist in resolving risks, delays, or compliance concerns in a timely manner.

• Support standardisation of processes, use of templates, and workflow efficiencies to improve turnaround times.

• Contribute to maintaining strong internal controls and segregation of duties, particularly in financial processes.

• Strong attention to detail and accuracy, with a commitment to high-quality work.

• Excellent organisational and time management skills, with the ability to meet strict deadlines.

• Effective communication and interpersonal skills in dealing with clients and stakeholders.

• Sound understanding of basic accounting principles relevant to conveyancing transactions.

• Ability to work independently while managing risk and collaborate effectively within a team.

• Demonstrated initiative, accountability, and problem-solving ability in managing transactions end-to-end.